HVAC invoice template

What to list on an HVAC invoice

• Your business name, phone number and any licence or certification number your area expects on paperwork.
• The customer, the service address and the date of the visit.
• The service call or diagnostic fee as its own line.
• Each part replaced, such as a capacitor, contactor or blower motor, with a short description.
• Refrigerant by weight, for example 2 lb at your per-pound price.
• Labor beyond the call fee, as hours times your rate, and the make and model of the unit you worked on.

Plain descriptions matter on service work. “Replaced failed run capacitor” tells the customer what was wrong and what you did about it, and it gives them a record for next time. If you gave a quote or a price range on the phone, mention the final total next to it.

Service calls, installs and maintenance plans

On a repair, the service call fee often covers diagnosis and the first part of the visit. Say that on the invoice, for example “Service call, includes diagnosis”, so the customer understands what the fee bought.

New systems are the big tickets. Take a deposit when the customer approves the quote and invoice the balance when the install is done. For tune-up and maintenance plans, bill a fixed price on a schedule, such as every 6 months or once a year, and name the plan and the visits it covers on each invoice.

Payment terms for HVAC work

Service calls are best paid on the spot or on receipt. Installs usually have a deposit and a balance due on completion or within 7 to 14 days. Maintenance plans can be due in advance of each visit. Write the due date on the invoice rather than only the term. Our guide on writing an invoice covers the basics.